Privacy & Security

PRIVACY POLICY

General Information

We collect the e-mail addresses and names of those who register for our services. The information is not shared with or sold to other organisations for commercial purposes, except to provide products or services you’ve requested, when we have your permission, or under the following circumstances:

It is necessary to share information in order to investigate, prevent, or take action regarding illegal activities, violations of Terms of Service, or as otherwise required by law.

We will transfer information about you if Oxford Abstracts is acquired by or merged with another company. In this event, Oxford Abstracts will notify you before information about you is transferred and becomes subject to a different privacy policy.

Information Gathering and Usage

When you register with Oxford Abstracts we ask for information such as your name, email address, billing address, or payment information. Users who sign up for a free account (e.g. submitters, reviewers, committee members and delegates) are not required to enter any payment details.

Lawful Processing

We process your personal information for certain legitimate business purposes, which include some or all of the following:

To register you as a user and provide you with access to our products and services,

To identify you and provide you with a secure means of logging into your account,

To send you quotes and invoices for our products and services,

To enable you to be contacted in relation to products and services or events you are involved with,

Where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of our clients and users,

To enhance the security of our systems,

To better understand how people interact with our website and systems,

To provide administrative, operational or technical communications.

Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights.

If you submit to an event using our software, the event organiser may ask for additional personal data about you or other persons related to your submission as part of the submission process. You should ensure you have permission from all persons mentioned in your submission prior to submitting their personal data. Any questions regarding the processing or personal data by event organisers should be directed to them direct using the contact details provided.

If you have previously signed up to receive our newsletter or otherwise agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by clicking on the ‘unsubscribe’ link in any email you receive from us.

Your Rights

You have the right to object to any processing if you wish or ask for your data to be provided to you, deleted or moved. If you wish to do so please click here. Please bear in mind that if you object or your data is moved, this may affect our ability to carry out tasks above for your benefit.

If you believe that any information we are holding on you is incorrect or incomplete, please log into your account and update your details or email us here as soon as possible. We will promptly correct any information found to be incorrect.

Cookies

A cookie is a small amount of data, which often includes an anonymous unique identifier, that is sent to your browser from a web site’s computers and stored on your computer’s hard drive.

Cookies are required to use the Oxford Abstracts service.

We use cookies to record current session information. You are required to re-login to your Oxford Abstracts account after a certain period of time has elapsed to protect you against others accidentally accessing your account contents.

Data Storage

Oxford Abstracts uses third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run Oxford Abstracts. Although Oxford Abstracts owns the code, databases, and all rights to the Oxford Abstracts application, you retain all rights to your data.

Data Sharing & Processing

We may share your personal data with the organisers of events you are involved with, specific third-party vendors and hosting partners to provide the necessary hardware, software, networking and storage of your personal data.

We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Our Website

Oxford Abstracts uses a third party service to help maintain the security and performance of the Oxford Abstracts website. To deliver this service it processes the IP addresses of visitors to the Oxford Abstracts website.

We use a third party service, WordPress.com, to publish our website, which is hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.

We use a third party service, Freshdesk.com to manage our helpdesk, which is run by Freshworks Inc. For more information about how Freshdesk processes data, please see Freshwork’s privacy policy.

Our Accounts

We use a third party service, Quickbooks to manage our accounts, billing and payroll, which is run by Intuit UK. For more information about how Quickbooks processes data, please see Inuit’s data security information.

Our E-Marketing

We use a third party provider, Constant Contact, to deliver our e-newsletters and marketing material. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Constant Contact’s privacy statement.

Third Party Providers

We may share data via other third party providers on occasion to provide additional products and services. This will be done at the request of a client or with their consent. Only relevant data will be shared.

Disclosure

Oxford Abstracts may disclose personally identifiable information under special circumstances, such as to comply with a summons or when your actions violate the Terms of Service.

Changes

Oxford Abstracts may periodically update this policy. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address specified in your Oxford Abstracts account or by placing a prominent notice on our site.